Closing Your Event
Auctria makes closing out your event fundraiser easy, providing a seamless experience for you and your guests.
Close Your Event Like a Pro 🎉
Your event may be over, but there’s still a bit of work to do behind the scenes!
Let's walk through recording bids and donations, sending statements, and managing checkout to make sure your event closes out smoothly.
Record Final Bids, Purchases & Donations
Once your auction ends, you’ll want to finalize all the numbers — recording bids, paddle raises, purchases, and any last-minute donations.
Auctria has dedicated dashboards to help with each of these:
👉 Bidding Dashboard — Track and finalize bids for all auction types.
- ✅ Record Bids for Live Auction Items
- ✅ Record Bids for Online Auction Items
- ✅ Record Bids for Paper Auction Items
👉 Donations Dashboard — Record and review all monetary donations.
- ✅ Recording Dessert Dashes — If you ran a Dessert Dash, log those contributions.
- ✅Recording Paddle Raises — Quickly capture pledges made during live appeals.
- ✅Recording Cash/Check Donations
👉 Sales Dashboard — Review all purchases from tickets to sponsorships.
👉 Admin App — Easily record sales and bids right from your phone or tablet.
Send Participant Statements
Once bids and purchases are recorded, you’ll want to send out final statements to all participants.
These statements summarize:
✅ Items won
✅ Donations made
✅ Tickets and purchases
If there are unsold items, you can also reopen those items for follow-up sales!
👉 How to Email Participant Statements
👉 Reopening Unsold Items
Manage Checkout
Now it’s time to collect payments and close out tabs! Auctria offers multiple ways to run checkout to fit your event’s flow:
1. Batch Checkout
Process payments for all participants at once. This is super helpful for online or hybrid events where guests self-register with their cards on file.
2. Self Checkout
Guests can check themselves out using your event website, freeing up your team from manual processing.
3. At-the-Desk Checkout
For in-person events, you can run checkout directly from your Dashboard or Admin App. This is ideal if guests want to pay via cash, check, or card-on-file.
👉 Organizer Checkout
👉 Admin App Checkout
👉 Handling Payments
Process Refunds (If Needed)
Mistakes happen! If you need to issue refunds for any reason — duplicate charges, accidental purchases — you can handle this directly within Auctria.
Final Review
Before you fully close out your event, take a moment to review:
✅ Income reports in your Event Dashboard
✅ Final bid and donor lists
✅ Participant statements sent and confirmed
💡 Pro Tip: Save your final Event Reports for future planning — they’re a goldmine of data to make your next event even better!
Last reviewed: February 2025